Project Coordinator

Job Description

Maas Energy Works is seeking a highly organized Senior Administrative Project Coordinator to serve as the operational backbone of the PUMA Works department. This role owns administrative execution, visibility, reporting, follow-through, procurement support, billing coordination, documentation control, and project support so that technical staff and leadership can stay focused on delivery and leadership.

The purpose of the position is to allow technical leaders to focus on technical leadership, project managers to focus on delivery, and the Director to focus on people, strategy, staffing, capacity planning, and organizational development. Day to day, the coordinator handles project coordination, action-item tracking, dashboard maintenance, reporting, procurement and purchasing support, quote and intake coordination, billing and accounting liaison activities, documentation control, SharePoint and ClickUp support, leadership support, and travel and logistics coordination.

Responsibilities

• Project Coordination: Support active projects, track milestones, coordinate meetings, maintain records, support project startup and closeout activities, and ensure commitments are completed.
• Administrative Operations: Own follow-through, status collection, reporting support, dashboard updates, action-item management, and departmental coordination activities.
• Procurement & Purchasing Support: Request vendor quotes, support purchase orders, track deliveries, coordinate with vendors and accounting, and assist inventory-tracking initiatives.
• Quote & Intake Coordination: Support intake and quoting processes, maintain request visibility, route requests correctly, and coordinate with Project Development, Operations, and PUMA Works staff.
• Billing & Financial Support: Track billing readiness items, support invoicing processes, maintain billing visibility, and assist reporting activities.
• Documentation & Process Management: Maintain project records, SharePoint structures, SOPs, templates, forms, and department documentation standards.
• Leadership Support: Provide direct support to the Director of PUMA Works by helping track commitments, reporting requirements, staffing initiatives, and department improvement efforts.
• Travel & Logistics: Coordinate travel arrangements, meeting logistics, and scheduling for department staff and leadership as needed.

Qualifications & Skills

• Five or more years of coordination, administrative, or operations support experience.
• Strong organizational skills with the ability to manage multiple competing priorities.
• Strong written and verbal communication skills with both executive and technical audiences.
• Proficiency with Microsoft 365, including Outlook, Excel, Word, Teams, and SharePoint.
• A strong accountability mindset with proven follow-through on commitments.
• Preferred: experience supporting industrial, automation, engineering, manufacturing, construction, or other technical organizations.
• Preferred: familiarity with procurement, project-management systems such as ClickUp, scheduling, contracts, and invoicing.
• Highly organized and proactive, comfortable driving follow-through, and motivated by helping complex organizations operate efficiently.
• Must be proficient in English.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Physical Demand Requirements

Work Environment
This job mainly operates in a professional office environment. The role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Physical Demands
This is largely a sedentary role with some travel required. This would require the ability to enter, travel in, and exit vehicles and airplanes.